Terms and Conditions

1. Agreement overview

The Intake.Dental subscription service is provided by Dental Education, Inc. ("Company") with no binding long-term contracts required.

2. Subscription terms

2.1 No binding contracts

Subscriptions run month-to-month or annual at your option, with no binding long-term contracts, minimum commitment periods, or cancellation penalties.

2.2 Billing and payment

• Billed monthly or annually in advance
• Processed through Stripe, Inc.
• Auto-renewal unless cancelled
• No credit card data is stored on Company servers

2.3 Cancellation policy

Cancel anytime via support@intake.dental or your account settings with no fees. Access continues through the end of the current billing period.

3. Service description

The platform includes digital patient intake forms, secure chat, teledentistry, PMS integration via Sikka AI, insurance verification, PDF generation, multi-language support, marketing analytics, and AES-256-GCM encryption with optional dual-layer Glyph encryption for all PHI.

HIPAA compliance and shared responsibility

Company executes Business Associate Agreements with all practices. Practices remain responsible for their overall compliance programs, staff training, physical safeguards, password security, state regulations, and informed consent.

4. Data hosting and security

Data is hosted on Dental Education, Inc. infrastructure with AES-256-GCM encryption, HIPAA-compliant AWS infrastructure, isolated per-practice environments, TLS 1.3 protocols, and comprehensive audit logging. Third-party providers (Amazon Web Services, Supabase, Stripe) operate under their own executed BAAs.

5. Limitation of liability

Company is not liable for HIPAA violations resulting from practice failures, data breaches from compromised practice credentials, or indirect damages. Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim.

6. User responsibilities

Practices must maintain account security, ensure staff compliance, train personnel, implement access controls, provide accurate registration information, and report security incidents immediately.

7. Intellectual property

The Service is owned by Dental Education, Inc. Your subscription grants a limited, non-exclusive, non-transferable license. Practices retain ownership of their own patient data.

8. Modifications to terms

Company reserves the right to modify these terms with 30-day notice by email. Continued use constitutes acceptance.

9. Termination

Either party may terminate with 30-day notice at the end of the billing period, or immediately for an uncured material breach after 15-day notice. You will have 30 days to export your data after termination.

10. Governing law

These terms are governed by California state law with binding arbitration in San Diego County.

11. Teledentistry and virtual consultations

11.1 Nature of service

The teledentistry technology enables practitioners to conduct virtual appointments for educational and informational purposes, including initial patient assessments, follow-up discussions, treatment plan reviews, and general oral health guidance.

11.2 Provider responsibility and covered entity status

Practitioners are independent Covered Entities responsible for clinical content, state teledentistry compliance, informed consent, licensure verification, and malpractice coverage.

11.3 Communication safeguards

The platform includes automated text suggestions, warning notifications, patient disclaimers, recording disclosures, and encrypted video transmission. Company does not record virtual consultations.

Virtual consultation liability

Dental Education, Inc. is not liable for any clinical outcomes, malpractice claims, patient injuries, misdiagnoses, or adverse events arising from virtual consultations conducted through the platform.

12. Practice management system integration

12.1 Sikka AI integration

Optional bi-directional integration with 30+ PMS platforms through Sikka Software Corporation, which maintains its own independent BAA and compliance program.

12.2 Data flow and responsibility

Patient data flows between Intake.Dental, Sikka AI, and your local PMS software. Company maintains a BAA with Sikka AI. Practices authorize this data flow by enabling the integration.

12.3 Service availability

Company does not guarantee uninterrupted synchronization and is not liable for data synchronization delays, failures, or discrepancies caused by third-party PMS systems.

13. Insurance verification services

13.1 Service description

Optional real-time eligibility verification and benefits breakdowns through third-party insurance verification APIs.

13.2 Accuracy and limitations

Results are provided as-is with no guarantee of the accuracy, completeness, or timeliness of insurance verification data. Results are informational only; practices are responsible for confirming benefits directly with payers.

13.3 Data handling

Transmission of patient information to payer networks and clearinghouses is performed via secure HIPAA-compliant protocols. Practice authorization is required for eligibility checks.

Contact

Dental Education, Inc. d/b/a Intake.Dental
Email: support@intake.dental
Website: https://intake.dental